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Entries in corporate event tips (2)

Tuesday
Jul212015

7 things to include in your event staff brief

We all are aware the only way to a smooth event is with a well briefed team.  Guest writer Madre Visser of London shares some helpful tips below for briefing your events team.  Thank you Madre!

Staff Entrance and Meeting Points

Provide staff with the exact meeting point or staff entrance for a venue or event. Some hotels have hundreds of employees and will often have a separate staff entrance. If you require staff to enter through the assigned staff entrance it is essential to let them know.

Some events may take place at a large venue or site, so staff will need specific direction. It is useful to highlight the best transport links for the event location, distinct landmarks or even exact walking instructions. This minimises the risk of staff getting lost or spending a long time finding the venue which may cause them to be late. 

  1. On-site contact

Sometimes it may be that the person who booked the staff is different to the person who will be managing them on site. Therefore it is important to provide the name and number of an on-site contact so that the staffing provider can relay information across to exactly the right person. The on-site contact would need to be alerted in the event of staff members running late, sickness of staff members or sending additional staff.

 

  1. What is the event

For staff to build a clear picture of their day ahead you should provide them with details about the event. Include the details such as number of guests attending, the style of service that will be followed, and what the event is in aid of. Knowing what the event is can allow for staff to realise the profile of the clients and the level of service that will be expected. If your event is very high profile and needs to be kept a secret, you need to let the agency staff know about any confidentiality clauses. They will then ask the staff not to share anything on social media prior to your event.

 

  1. Event Schedule

From a staff member’s point of view, it’s really useful to know what the schedule of an event is so that staff know where to be and at what time. It also gives them the opportunity to gage how long they have to complete tasks. This in turn improves the independent working and efficiency of staff members and reduces your need to keep prompting them on what tasks to complete next.

 

  1. Staff Uniform

If you want your event to look really professional, uniformity and presentation of staff are a great aspect to consider. From head to toe you can decide how staff should present themselves. The obvious points to consider are trousers or skirt, black shirt or white shirt, branded clothing, does the venue have a uniform scheme that should be followed. Points which are often overlooked regarding female staff include how female staff wear their hair, their level of make-up, jewellery, perfumes. When considering male staff, think about their facial hair, jewellery and aftershave. The level of presentation of staff will really impact on the overall quality of the event.

 

  1. Break Policy

Staff are legally entitled to have a 20 minute break for every 6 hours they work. These breaks are an opportunity for staff to have some time out and to recharge their batteries in preparation for the next few hours of working. So staff are prepared, it is also good to know whether a meal will be provided during their break or if they should bring their own food to eat. Staff feel appreciated when they are clear about their break and meal entitlements. Providing meals proves to increase staff productivity as they feel valued. The staff should also be informed beforehand as to whether their break will be paid or unpaid.

 

  1. Health and Safety

Staff can be requested to work at some obscure events where they may be expected to carry out unusual tasks. In these situations health and safety documentation may need to be given to the staff. This is vital so staff know what regulations to follow in order to ensure their safety.

 

Tick all of these boxes and you can be sure to avoid staffing-related issues at your event!

Sunday
Nov282010

Power Point Tips from a Visual POV

Reader A Carson was kind enough to send us the following very helpful points to keep in mind before the executives take the stage at your next corporate event.  

As an Audio Visual & Event Support company we have sat through more PowerPoint presentations than most over the years, we have seen examples that work very well, but all too often they fail to engage or inform the Audience.  Below you will find 8 presentation tips from a Visual and Technical point of view.

1. Keep It Simple
The more experience you have with conference or event PowerPoint the more you have a tendency to "over do" it. Avoid over doing transitions and builds that will just distract the audience.

2. Microphone
Generally a PowerPoint presentation is there to support a speech, don’t rely on just Slides you will need to project your voice and ‘utilise’ the microphone, this does not mean ‘shout’ into the microphone though.

3. Passion for your Presentation
The biggest thing that separates an average presentation from a great presentation is the ability of the presenter to connect with an audience in an exciting way. Don't hold back and be confident.

4. Remember the 10/20/30 Rule

10 - Is the optimal number of slides in a PowerPoint presentation because a normal human being cannot comprehend more than Ten concepts in a presentation or meeting.

20 - You should deliver your ten slides in Twenty minutes, yes you have an hour time slot but people will arrive late and have to leave early. In a perfect world you would give your presentation in twenty minutes and then have forty minutes for any interaction or Q&A.

30 - The majority of the presentations we see have a font size in the range of 12 to 16 point, then as much text as possible is jammed onto the slide. Try less text with only crucial or important points with a 30 Size Font; remember impact and the people towards the back of the room.

5. Move Away from the Lectern
Now this will not work for everybody, some presenters need to stay behind the event lectern; I guess it’s used as a sort of ‘shield’. The lectern can be a barrier between you and the audience, but the goal of the presentation is to connect with the audience. Removing this barrier between you and the audience can help you build a connection. Remember point 2 though the Microphone, you would need a wireless microphone now.

6. Remote Slide Advance
To advance your slides and builds you can use small hand-held remote device that links you at the lectern to your laptop for remote slide advance or if you wish to move away from the lectern. Now these can be bought very cheaply and will generally work fine when you test them at home, when you then move into a much larger conference room with a couple of hundred people it’s a Very different matter. I have seen a CEO crush one of these cheaper units in his hand after it constantly went backwards in his presentation. The units we use at our events are very robust and will work over a great distance, and with a room full of bodies.


7. Remember External Monitor
Have you ever strolled up to the lectern at an event, plugged in your laptop to the projector, and then wondered why your presentation does not appear on the screen. The chances are your laptop does not recognize the projector as an external monitor or screen, you will then need to press and hold the Function (Fn) key, and one of the F keys at the top, it is often either Fn + f4,f5,f8 or f9. The correct (f) key may have a little image of a monitor, or be labelled CRT/LCD.

8. Not in the Dark
Don’t turn the lights off so that the slides look better. Most of the projectors used today are bright enough to allow you to keep many of the lights on, and not have the audience sit in the dark.

If you follow these quite straight foreword presentation tips, you will engage and inform your audience.

contributed by: A Carson of Sat Events in the UK.  Check them out at: www.satevents.com